E-POLLING SYSTEM & POLL VOTING SERVICES

Innovative E-polling Solution for Unparalleled Poll Voting Experience

BoardRoom’s exclusive, fully integrated, and purpose-built registry platform is the cornerstone of our meeting services. This easy-to-use poll voting system offers unparalleled flexibility when it comes to running polls for your business, particularly in AGMs and EGMs. Our e-polling system facilitates efficient voting across physical, hybrid, and virtual AGMs and EGMs. By replacing archaic and cumbersome paper-based polling systems, electronic poll voting makes it far more convenient for people to vote during AGMs and EGMs, which typically results in higher shareholder engagement and more representative voter turnout.

FIND OUT MORE ABOUT OUR E-POLLING SYSTEM & POLL VOTING SERVICES

Secure and Accessible Online Voting for AGMs and EGMs

We understand the importance of privacy and security in e-polling systems, which is why we have in place robust measures to ensure your data remains encrypted and secure on our platform. To accommodate different preferences, our e-polling system offers two voting options. Participants in company meetings, such as AGMs or EGMs, can choose to use dedicated handsets or Bring Your Own Device (BYOD) solutions to cast their votes.

This helps to speed up the counting process and can greatly reduce operating costs compared to traditional paper-based polling methods. Moreover, our e-polling system will also open up the voting experience to those with disabilities and who cannot attend a polling ballot easily. BoardRoom is proud to count this as part of our success in becoming Singapore’s leading provider of share registry services, including AGM services, to SGX Mainboard and Catalist listed companies.

E-polling
Our e-polling system offers:
  • A hand-held poll-voting system that can be used on multiple sites
  • Highly customisable system to meet all your needs
  • Optimised for extra encryption and security, constantly evolving with more emerging technological solutions
  • Real-time data monitoring capabilities that enhance shareholder engagement
  • Flexible solutions for Physical, Hybrid, or Virtual AGMs / EGMs (Except for SGX-listed companies, which are currently limited to physical or hybrid formats)

Benefits of BoardRoom’s e-Polling Solution

  • Enhance AGM/EGM Efficiency
    Our e-Polling solution streamlines AGMs and EGMs by enabling secure electronic voting, reducing time spent on manual vote counting and minimising errors. This allows meetings to run smoothly with a shorter duration, so that you can focus on strategic matters with shareholders.
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  • Improve Shareholder Engagement
    Engaging shareholders effectively is crucial for the success of any AGM or EGM. Our e-polling solution provides an intuitive and accessible platform that encourages higher participation. Shareholders can easily cast their votes and ask questions without the need to attend meetings in person.
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  • Real-time Q&A and Voting Results
    Our e-Polling solution provides real-time Q&A and instant voting results, ensuring transparency and immediacy. This feature enhances decision-making and reassures shareholders that their input is quickly and accurately reflected in meeting outcomes.
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No matter your questions or concerns, our team of specialists is here to help.

Send us an enquiry directly if you are ready to integrate our poll voting services into your business structure. Take your business to the next level with us today.

Why Choose BoardRoom?

BoardRoom takes businesses further and faster at all stages.

BoardRoom takes businesses further and faster at all stages.

BoardRoom is Asia-Pacific’s leader in Corporate and Advisory Services, including Regional Employee Plan Services, Regional Payroll Services, Corporate Secretarial Services, Share Registry Services, Accounting and Taxation Services, Payroll Outsourcing, AGM services and ESG services.

Our proven track record underscores our leadership in the industry. As Singapore’s leading AGM service provider with an advanced e-polling system, BoardRoom facilitated AGMs for 49% of SGX-listed companies during the peak April season in 2024. As a recognised thought leader, we publish an annual AGM Insights report, offering comprehensive analysis and actionable insights to help companies refine their AGM strategies. Our extensive experience enables us to deliver seamless and consistent AGM services, further solidifying our reputation as the trusted partner for AGMs.

Save time and money
Working with a premium share registry service enables you to manage your core business operations without having your staff attend to time-consuming administrative tasks. At BoardRoom, we’ll help guide you through the share registry process to reduce unnecessary burden on your team.
Access expert local and regional advice
Our team has extensive regional expertise in SGX, HKEX, ASX and BURSA stock exchange compliance. With dedicated client service teams in Singapore, Hong Kong, Malaysia and Australia, we can coordinate your share registry services, regardless of where you’re listed.
Easily maintain compliance
With expertise across multiple Asia-Pacific jurisdictions, we can help to reduce your administrative burden while lowering your risk of financial penalties and reputational damage for non-compliance.
Eliminate internal administration errors
Publicly listed and privately-owned companies must keep an accurate record of their shareholders and the shares they own by law. Our share registrars will manage and maintain this register for you, helping to eliminate any administration errors and avoid costly penalties.

Get in touch with our share registry e-polling experts today!

Get Immediate Assistance

YOUR POINT OF CONTACT

Jason U

Managing Director Asia, Share Registry Services and Employee Plans Services

Frequently Asked Questions (FAQs)

1. What are the benefits of using an e-polling system for AGM?

Our e-polling system offers many benefits. Here are some of the most common:

  • Highly secure
  • Accessible to a wider audience
  • Instant results
  • Seamless integration with any proxy voting
  • The voting process is auditable (if needed)
  • More efficient
  • More reliable technology
  • Most businesses report increased levels of participation
  • Live display of resolution results
  • Ability to add additional motions/resolutions on the fly, if required
  • Reduce your environmental impact by preceding paper poll cards

2. How secure is e-polling during AGMs?

The security of e-polling will vary based on the provider that you select.

A secure AGM provider will provide your attendees with unique usernames and passwords, as well as an authenticated login. This ensures that every vote counts and that no unauthorised users can compromise the proceedings.

At BoardRoom, we use advanced encryption protocols and secure authentication methods to protect shareholder data, and ensure that all votes are confidential and tamper-proof. Our platform undergoes regular security audits to ensure compliance with the highest industry standards, giving you peace of mind that your AGM or EGM is conducted securely.

3. How do you verify shareholder detailson your AGM meeting platform and e-Polling system?

This process of shareholder verification will vary depending on the provider that you select. Typically, members are given access to unique credentials so they can securely authenticate into the AGM, often provided by the Issuer through the Notice of Meeting or at the point that a shareholder registers to attend the AGM.

Our BoardRoom software is highly secure, with protocols in place to ensure that shareholder details are verified and that the voting is both private and auditable.

4. What are the cost involved in holding a hybrid meeting with e-polling solution?

Many factors influence the cost. Of course, there is a cost for the technology platform you use to host the meeting, as well as for a webcasting partner. While hosting a hybrid AGM can be costly, it provides immense value to companies looking to modernise their annual shareholder meetings. Not only is it important to adapt to today’s ever-changing landscape, but hybrid AGMs have also proven to increase participation and members’ experience in the past. Our clients have commended our e-meeting platform and e-polling system for their ease of use, high attendance, and high engagement numbers.

5. Can the e-Polling system handle large-scale AGMs with many shareholders?

Yes, BoardRoom’s e-Polling system is designed to handle AGMs and EGMs of all sizes, including those with a large number of participants. Our e-Polling platform is scalable and can accommodate the voting needs of companies with a large shareholder base, ensuring smooth and efficient voting, no matter the scale of the meeting.

6. Is the e-Polling system easy to use for shareholders?

Our e-Polling system is designed with user-friendliness in mind. It features an intuitive interface that is easy to navigate, even for shareholders who may not be tech-savvy. BoardRoom provides clear instructions and support before and throughout the voting process, making it accessible and straightforward for all users.

7. How can BoardRoom help you with our polling services?

BoardRoom offers a variety of polling services tailored to meet your needs. From manual polling to an e-polling system, BoardRoom will assess your needs and advise you on the most suitable option based on factors like budget and shareholder size that fit your business needs.